Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Gaining Emeritus/Emerita Status)

This document is part of our Leaving the University of Wisconsin-Madison (Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace) collection.

These services are often related, can be complicated due to their collaborative nature, and managed by teams who work closely together.

For information on other services and their eligibility status, please search the Help Desk KB.

This document assists in determining what resources a retiring faculty member gaining Emeritus/Emerita status needs in order to backup or transfer the data they have stored in DoIT-provided services.

 Overview: Service Access After Leaving the University

Timeline

Service

Change 

When Access Is Lost 


M365

Email & Calendar

Continue Access

N/A

All Other Services

Lose Access

3 Months

Google Workspace

Continue Access

N/A

Box

Continue Access 

N/A

Qualtrics

Continue Access

N/A

Zoom Workplace (basic and premium - split off)

Lose Access

3 Months

It is your responsibility to review all data you may have stored and determine what needs to be backed up or transferred. Once your account and data have been deleted, they are gone forever.

This information and timeline is subject to change. 

Attention

Timeline for affected services

Important Definitions:

  • Day 0: When the Office of the Registrar changes your affiliation from student to non-student. 
    • For most students this is either your graduation or withdrawal date (as determined by the Office of the Registrar).
  • No Change: Full access remains for service

When I leave the University, what should I do with my data?

Step 1: Classify files you create into two categories 

  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.

Step 2: Backup or Transfer ownership of university data for each service:

  • Backup data: Making copies of important data and storing them in a separate location
  • Transfer data: Moving digital information from one location to another. 

FAQs 

Additional Help

Service Access Questions

If you have any questions or concerns about your access to Microsoft 365, G Suite, Box, or Qualtrics, please contact the DoIT Help Desk.

Eligibility and Affiliation Questions

Direct any questions regarding your status as determined by the University, during, prior, or post graduation/withdrawal to the Office of The Registrar.


Keywords:
uw madison office 365 Google Workspace box qualtrics alumni emeritus emeriti reduced limited eligible active microsoft google apps affiliation IT services email drive onenote calendar change former student resources doit help desk ltu resources departing pcs productivity and collaborative solutions doit zoom 
Doc ID:
138765
Owned by:
Liam F. in DoIT Help Desk
Created:
2024-07-29
Updated:
2025-02-19
Sites:
DoIT Help Desk